Board Members Present:
Young McQueen
Lloyd Granat
Don Dymer
Charisse Tanner
Gail Means
Jan Vallely
Brian Leonard
Craig Sheir
Celia Carson
Caroline Peppiatt
Board Members Absent:
Rebecca Janssen
Kathy Jaworski
Jon Montigny
Young McQueen called the meeting to order at 7:00 p.m..
Protocol for Meetings:
(Note: This first meeting of 2020, the Chair (President) set guiding principles for the meeting to follow. These protocols followed several areas as follows.)
Meetings are safe zones – Please refrain from ever criticizing another member, Discussion should be always about the subject. Never be personal. New ideas from anyone should be treated with respect. Never offer immediate negative comments on a new idea. Respect all attendees.
Meeting Agenda Order – We will have Motions (old then new) front loaded and Discussion (old then new) to follow.. Everyone will have an opportunity to speak at the end of the meeting as we go “around the room”.
Quorum – Quorum for a seven person board is a simple majority or four.
Minutes –
Motions – If you plan to make a motion please have a copy to leave with the Secretary for the minutes. If over a short paragraph please provide a digital version within three days.
Comments Memorialized – If you wish something memorialized in the minutes please read aloud and have a copy for the Secretary. If over a short paragraph please provide a digital version within three days.
Content – Following published guidelines, minutes will reflect what is done not what is said. All motions are recorded verbatim. Vote is recorded.
Voting –
Choices – A member always has three choices: Yes (Approving the motion), No (Not approving the motion) and Present (Either does not feel knowledgeable enough on the subject or just is in the middle or other reason such as has a conflict of interest).
Secret Voting – Any member may call for a secret ballot on any motion. Secretary will distribute voting cards with the three choices. The call cannot be overruled by the Chair or voted down by challenge.
Protocal for Expenses:
Absolute Verboten Expenses –
Alcohol. The Club never, never pays for alcohol. This is not a moral decision, it is a legal common sense decision.
Members cannot benefit financially from their membership. Applies to all members, including admin team members. Applies equally to Paid Workshops (under Education Committee), Banquets, and all JCC Outings, Meetings, Parties, etc.. This cannot be overruled by the Executive Board.
Traditional Verboten Expenses –
• Mileage, Personal vehicle mileage used for Club events, etc. even for Club business. Travel expenses.
• Contest Judge Expenses or Honorariums (Banquet judges, if club members, may not be given free tickets due to absolute restrictions)
• Program Speakers Expenses or Honorariums
• Food for any event to which all members are not invited. The key is invited vs restricted. A committee or board meeting could not be reimbursed for food but an outing or club meeting could.
These expense restrictions may be modified by the Board, unlike the Absolute restrictions above.
Paid Workshops (or other paid events) – Traditional Verboten Expense restrictions do not apply. Absolute Verboten Expense restrictions do apply.
Budgets – Admin team members working under the constraints of a budget are bound by these restrictions. Having a budget is not a carte blanche on spending.
F3C Print Contest – F3C print contest are not JCC run contests. The F3C Liasion’s sending of prints and collecting of expenses is conducted outside of Club management.
Motions into the Minutes from the December 11, 2019 Board Meeting
(Several motions were made and passed by the board, but the exact language was not captured. For simplicity, the motions are remade and voted upon to create an accurate record.)
The motions follow:
Limit Executive Board Membership to Elected Board
Move to – “Limit the Executive Board membership to the seven elected officers and/or directors, the board defined in the bylaws as the ‘Elected Board’ ”.
Create Committee named “Advisory Board”
Move to – “Create a committee to be named, JCC Advisory Board.”
Assign Seven Positions to the JCC Advisory Board
Move to – “Appoint the following seven positions to the JCC Advisory Board: Programs Committee Chair; Education Committee Chair; Webmaster; Membership Chair; Outings Chair, Digital Contest Chair; and Print Contest Chair.”
Suspend Incorp. Activity as of 1/1/202
Move to – “Suspend any activity after 1/1/2020 on incorporating the JCC until review by the 2020 Executive Board.”
Approve Budgets for PSA, Glennie, and F3C
Move to – ‘‘Approve budget for dues/fees for PSA 2020 membership, F3C 2020 membership, and the Merrimac Club’s Glennie Nature Salon entry fees for 2020.’’
(The following was decreed by administrative order, but for simplicity it is introduced here as a motion.)
Remove Honorary Member from Membership Rolls
Move to -‘‘Remove any listings of Honorary Members from the JCC Membership rolls since the bylaws have no provision for honorary members”
Motions were seconded by Brian Leonard
Passed
2020 Budget – Preliminary Budget as submitted by Young McQueen
Account Income Expense Net Notes
President 1000 -1,000 Limit 300/item
V President 0
Treasurer 100 -100
Secretary 100 -100
Director R 0
Director S 0
Director T 0
Webmaster 600 -600
Outings 300 -300
Print Chair 500 -300 200
Banquet 2121 3000 3750 (-750)
Property Mgr 240 -240
Membership 200 -200
Awards/Ribbons 900 -900
Digital Chair To Be Discussed
Educ Comm. Special Funding
Program Comm. To Be Discussed
Dues: F3C 50 -50 Approved
Dues: PSA 50 -50 Approved
Glennie Entry Fee 50 -50 Approved
Fifty-Fifty 400 400
Dues 3600 3600 90@$40
Total 7500 7640
7640 -140
Approved Budgets for PSA, Glennie, and F3C
Move that – “the budget be accepted with the understanding that it may be amended as any time during the year by the Executive Board”.
Seconded by Brian Leonard
Passed
Library – Liquidation of Hard (physical) books.
(We need to liquidate our library of hard (non electronic media) books. The Librarian, the Chair of the Education Committee, will develop a plan but wants the opinion of the club’s members so that the process is viewed as fair.)
Motion – Young McQueen
Move: that the Librarian proceed to develop a plan to liquidate our library of hard books but no action will be taken until the membership is queried and the board has given final approval.
Seconded by Brian Leonard
Passed
Banquet Update –
Brian Leonard – Only 36 members have signed up and paid as of this date. Will bring up to the membership at the next meeting.
Project Hermes –
Each member of the Club will be assigned to one of six groups. Each group will be assigned to one of the six executive board members (ex. The President). These members will take the task of communicating with their group to keep them apprised of what is taking place within the club and to be aware of their concerns and interest in the club. Special attention will be accorded new members, defined as those joining in the current and prior two years.
The Chair/President adjourned the meeting at 9:06 p.m..